Subject:
Title
Ranking of firms and agreements with the four highest ranked firms for requirements of disaster debris monitoring and management services.
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Recommended Action:
Recommended Action
Approval of the ranking of firms and agreements with the four highest ranked firms to provide disaster debris monitoring and management services:
1.) Tetra Tech, Inc.
2.) Thompson Consulting Services, LLC
3.) Rostan Solutions, LLC
4.) True North Emergency Management
• This contract provides agreements for comprehensive disaster debris monitoring and management services.
• The debris monitoring services will be provided during emergencies and/or disasters, such as but not limited to, hurricanes and red tide events in accordance with Federal Emergency Management Agency rules.
• Award to four firms ensures adequate service coverage for any size event that may affect the County.
• All municipalities within geographical Pinellas County are considered cooperating partners and may enter into interlocal agreements with us to use these same four contracts for their response efforts as needed.
• Eight firms submitted proposals; the four highest ranked firms are recommended for award by the Public Works Department.
• The contract has a term of five years with an estimated expenditure of $1,181,510.00. Actual expenditure is contingent based upon services required during an emergency event.
• This contract replaces a current contract that will expire on December 31, 2022. On average rates are 12% higher than in the previous contract due to higher hourly labor rates.
• Funds will be derived from contingency reserves. A portion of the costs incurred may be offset with reimbursement from the Coronavirus Local Fiscal Recovery Funds made available under the American Rescue Plan Act, and Federal Emergency Management Agency grant funding.
Contract No. 22-0601-P(JJ); in the estimated total contract amount of $1,181,510.00; from effective date through December 31, 2027; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Plan:
Ensure Public Health, Safety, and Welfare
2.1 Provide planning, coordination, prevention, and protective services to ensure a safe and secure community
Deliver First Class Services to the Public and Our Customers
5.3 Ensure effective and efficient delivery of county services and support
Summary:
Summary
This contract provides for comprehensive disaster debris monitoring and management services, as and when required for use by all municipalities within geographical Pinellas County. The debris monitoring services to be provided are contract compliance supervision and inspection in accordance with Federal Emergency Management Agency (FEMA) rules.
Monitoring duties include, but are not limited to providing:
• Load site monitoring services and issue of debris load tickets
• DMS debris monitors to check and certify truck/trailer loads and complete load tickets
• Roving debris monitoring to verify eligible debris removal from designated pickup zones and oversight of debris and disposal operations by the debris removal contractor.
• Debris management to report and track debris removal activities to ensure accurate documentation of Eligible Debris loads, and verify compliance with all applicable federal, state, and local regulations
Award to the four (4) firms ensured adequate service coverage for any size event that may affect the County.
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Background Information:
An RFP was released on July 6, 2022, resulting in eight (8) responsive proposals. Following written evaluation on August 25, 2022; the top four (4) firms are recommended for award consideration. The contract has provision for annual rate adjustments after the initial twenty-four (24) month term based on the Consumer Price Index. The firms are listed on the attached ranking spreadsheet.
The Public Works Department Debris Management Plan includes considerations for removing, processing, site management and disposing of the volumes and types of debris expected to be generated by a major disaster event, such as up to and including a Category 5 “wet” hurricane. The plan was developed to provide monitoring service of the disaster debris collection vendors, coupled with management of the process to include receipt of appropriate documentation delivered to County officials.
Participating municipalities are cooperative members of the awarded contract(s) if they have completed an interlocal agreement with the County and the contractor(s) awarded the debris monitoring and management contract(s). Individual Notice to Proceed (NTP) memos are issued under the contract during or following a disaster event along with a County issued purchase order.
This contract replaces a current contract that is expiring on December 31, 2022.
Fiscal Impact:
Estimated five (5) year contract total: $1,181,510.00
Actual expenditure is contingent based upon services required during an emergency event.
Funds will be derived from contingency reserves. A portion of the costs incurred may be offset with reimbursement from the Coronavirus Local Fiscal Recovery Funds made available under the American Rescue Plan Act (ARPA), and Federal Emergency Management Agency (FEMA) grant funding.
Staff Member Responsible:
Kelli Hammer Levy, Director, Public Works Department
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
Pinellas County Municipalities
Attachments:
Agreements
Ranking Sheet